DPS - THP - Administrative Assistant II

TEXAS DEPARTMENT OF PUBLIC SAFETY - Tyler, TX (30+ days ago)3.8

Full-time

DPS - THP - Administrative Assistant II (00003290)

Organization: TEXAS DEPARTMENT OF PUBLIC SAFETY

Primary Location: Texas-Tyler

Work Locations: TYLER (BOX 130040) PO BOX 130040 4700 UNIVERSITY DR, TYLER TX 75707 Tyler 75713

Job: Office and Administrative Support

Employee Status: Regular

Schedule: Full-time

Standard Hours Per Week: 40.00

Travel: No

State Job Code: 0152

Salary Admin Plan: A

Grade: 11

Salary (Pay Basis): 2,395.16 - 2,395.16 (Monthly)

Number of Openings: 1

Overtime Status: Non-exempt

Job Posting: Oct 12, 2018, 11:08:18 AM

Closing Date: Oct 25, 2018, 11:59:00 PM

Description

PLEASE NOTE: All applications must contain complete job histories, which includes job title, dates of employment, name of employer, supervisor's name and phone number and a description of duties performed. If this information is not submitted, your application may be rejected because it is incomplete. Resumes do not take the place of this required information.

SUBMITTED THROUGH WORK IN TEXAS: Work In Texas (WIT) applicants must complete the supplemental questions to be considered for the posting. In order to complete the supplemental questions please go to CAPPS Recruit to register or login and access your profile. Go to CAPPS Recruit to Sign In https://capps.taleo.net/careersection/ex/jobsearch.ftl?

GENERAL DESCRIPTION

Perform routine (journey-level) administrative support work for the Texas Highway Patrol. Work involves disseminating information, maintaining filing systems, and performing internal administrative support work. Work under moderate supervision, with limited latitude for the use of initiative and independent judgment.

The following Military Occupational Specialty codes are generally applicable to this position. Applicants must fully complete the summary of experience to determine if minimum qualifications are met. 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y, AZ, LS, MC, PS, RP, SN, YN, YNS, 360, YN, 0100, 0111, 3372, 6046, 0102, 0170, 4430

ESSENTIAL DUTIES / RESPONSIBILITIES:
1. Answer and route phone calls, take messages, greet and direct visitors to the appropriate staff.

2. Maintain records on crash reports, firearms qualifications and list of district personnel.

3. Assist staff with correspondence, reports, logs, records, and other related documents.

4. Prepare and edit various reports, letters, memos and vouchers.

5. Process crash report sales, including collection of fees and bank deposits.

6. Arrange the purchasing of new uniforms and turning in of old uniforms.

7. Order and maintain inventory of office supplies.

8. Maintain case reports for staff, including jail receipts and property inventory.

9. Receive, sort and distribute incoming mail and packages.

10. Schedule meetings, events and activities.

11. May process open records requests and/or obtain statistical data.

12. May reconcile gasoline receipts; order and receive fuel; and submit reports.

13. May act as a Notary.

14. May be required to take deposits to bank.

15. Attends work regularly and observes approved work hours in accordance with agency leave and attendance policies.

16. Perform other duties as assigned.

Qualifications

GENERAL QUALIFICATIONS AND REQUIREMENTS

Education - Graduation from a standard senior high school or the equivalent.

Experience – Minimum of two (2) years’ experience performing general office work including the experience of operating a database.

Substitution Note: Additional work experience of the type described or other related education may be substituted for one another on a year-for-year basis.

Regulatory knowledge – Working knowledge of, or the ability to rapidly assimilate information related to TXDPS, State and Federal regulations, legislation, guidelines, policies and procedures.

Licensure and/or Certification – May have a Notary Public certification or acquire a Notary Public. Must possess a valid driver license from state of residence.

Interpersonal Skills – Must demonstrate an ability to exercise poise, tact, diplomacy and an ability to establish and maintain positive, working/professional relationships with internal/external customers.

Organizational and Prioritization Skills – Must be organized, flexible, and able to effectively prioritize in a multi-demand and constantly changing environment; able to meet multiple and sometimes conflicting deadlines without sacrificing accuracy, timeliness or professionalism.

Communication Skills – Must be able to construct and deliver clear, concise, and professional memorandum to a variety of audiences and/or individuals.

Research and Comprehension – Must demonstrate ability to quickly and efficiently access relevant information, and be able to utilize and/or present research and conclusions in a clear and concise manner.

Analytical Reasoning/Attention to Detail – Must demonstrate an ability to perform mathematical calculations, type accurately, examine data/information, discern variations/similarities, and be able identify trends, relationships and causal

factors, as well as grasp issues, draw accurate conclusions, and solve problems.

Technology (computers/hardware/software/operating systems) – Must possess appropriate levels of proficiency with utilized software and systems and be able to learn new software/systems. Demonstrated proficiency with Microsoft Office

Suite (Word, Excel, PowerPoint, Outlook).

Confidentiality and Protected Information – Must demonstrate an ability to responsibly handle sensitive and confidential information and situations, and adhere to applicable laws/statutes/policies related to access, maintenance and

dissemination of information.

Safety – Must be able to work in safe manner at all times, avoiding shortcuts that have potential adverse results/risks, and must be able to comply with safety standards and best practices.

Travel and/or Schedule - Availability for travel up to 5% may be required.

PHYSICAL and/or ENVIRONMENTAL DEMANDS

The physical and environmental demands described here are representative of those encountered and/or necessary for the employee to successfully perform the essential functions of this job; reasonable accommodations may be made to

enable individuals with disabilities to perform the essential functions.

  • Environment: Office;
  • Ambulatory skills, e.g. stand, walk, sit;
  • Hand-eye coordination and arm/hand/finger dexterity;
  • Ability to speak, hear, and exercise visual acuity;
  • Ability to transfer weights of 50 pounds anticipated for this position;
  • Driving requirements: Occasional (5%.)
State of Texas Benefits and Retirement Information: https://ers.texas.gov

DPS employee who is selected for a position in their current salary group and state title will be transferred with no salary change.

DPS employee who is selected for a position in their current salary group with a new state title may receive an increase up to 3.4%.

Salary is contingent upon qualifications and is subject to salary administration and budgetary restrictions.

Employment testing required for candidates selected to go before the oral interview board. Candidates will be notified via email provided on the state application of required test(s).

DUE TO THE HIGH VOLUME OF APPLICATIONS WE DO NOT ACCEPT TELEPHONE CALLS. ONLY CANDIDATES SELECTED FOR INTERVIEW WILL BE CONTACTED.

State of Texas retirees may be rehired for full-time, non-commissioned positions only under very specific circumstances.